Activating your automatic document requests

For training purposes your ‘automatic document requests’ are disabled. Contact your AP representative or ask a Chain Support team member to enable your ‘automatic document request’.

Then you will be able to see the switch to turn your automatic document request on or off. When you turn the automatic request off (figure 1), all automatic request for document do not go out, including database connection document requests. 

figure 1

It is also important to do the “Supplier Introduction phase” first so your supplier knows that we are a system to be trusted and your new way of working, it also increases the responses to your document requests. 

The number of days before expiration date is set to have request going out before a certain document expires (figure 2), you can adjust this field to your preference. 

figure 2

It is also possible to enable email reminders and adjust the days after which a reminder for the document request is send. 

TIP: You do not want to set the dates too early or too late since if the requests are sent too early your suppliers might not have the document yet then forget about it and not too late so your suppliers will have some time to prepare the necessary documents.

Figure 3

Figure 3 shows the work flow of the document request.

The top one shows the flow of document request based on your requirements excluding the database extracted document. initial request is showing how many days before a document expires, the request goes out. request reminder shows how many days after the initial request went out, a reminder is send. 

When editing the request setting (figure 2), your flows (figure 3) updates along with the adjustments so you are aware of what you have set up.

The flow below, shows the request flow for database extracted documents. Delayed request can be edited to the desired days after a database document is expired, for it to be extracted. Request reminder is the amount of days after the initial extract request is send out, this is can be edited in the general request settings (figure 2).